It is no secret that moving house is one of the most stressful live events there is – in fact, it falls into the top five. If you have ever done it, it is unlikely that you'll need any proof of this. That said, there are certain things that can make both selling and buying a house far less fraught.
"Selling your home is much easier if you have the right paperwork ready before a buyer is found," explains Paula Higgins, founder and CEO of HomeOwners Alliance. "Missing documents can worry buyers and even lead to renegotiations."
If you are planning on putting your own home on the market in the not-too-distant future, take a look at our handy checklist of all the documents you'll need to help things run smoothly – helping you have one less thing to think about during this exciting, yet potentially nerve-wracking, time.
After spending 15 years reforming housing policy in government, enough was enough. Homeowners needed a voice and HomeOwners Alliance was born.
1. Title deeds
First up, title deeds – not just one of the best ways to find out when your house was built but also the documents that prove to everyone that you own the property you are selling.
"Most homes are now registered with HM Land Registry, so your solicitor can usually download official copies," explains Paula Higgins. "If your property is unregistered, the process can be more complicated, so speak to a conveyancing solicitor early on."
"In a well-prepared sale, your chosen estate agent should have already reviewed the proof of ownership (Land Registry documents)," adds Liam Gretton, founder of Liam Gretton Estate Agents.
As a leading independent Wirral Estate Agent, the brand has been built on the back of a successful track record of delivering high-quality bespoke services and results to Wirral home movers. His first-class personal service ensures clients have the peace of mind that their interests are at the heart of everything the company does.
2. Energy performance certificate
This is one document you don't want to be without – it really can make or break the deal.
"In England and Wales, the absolute bare minimum requirement before marketing a property is an Energy Performance Certificate (EPC) – that’s it," says Liam Gretton.
"You need an Energy Performance Certificate before your home is marketed, unless you already have a valid one," picks up Paula Higgins. "EPCs last for 10 years and the government keeps a public register of all EPCs. Keep paperwork for energy improvements such as insulation, new windows, heating upgrades and solar panels, as this evidence can help support your property’s rating. This is becoming increasingly important as your property must meet minimum regulations in order to rent it out."
"Your solicitor may source this, but you might need to commission a new EPC if there wasn’t one previously or it is out of date," adds Adam Price, CEO at Select Property.
In Adam’s 20 years at Select Property, he has acquired specialist knowledge and extensive experience in the global property investment landscape. Having started his journey with Select Property within the UK sales team, Adam oversees the global operation across offices in Manchester, Dubai, Shanghai and Hong Kong.
3. Building regulations certificates
Part of the role of the building regulations is to ensure that any building work to your home has been carried out safely – and, understandably, your potential buyers will want proof of this.
"This is one of the most important areas for renovators," points out Paula Higgins. "If you have carried out building work, your buyer’s solicitor will want evidence that the work complied with building regulations.
"This may include completion certificates for extensions, loft conversions, garage conversions, structural alterations, electrical work, window replacements or heating installations," continues Paula. "Do not assume your builder, architect or installer will keep copies forever. When you complete any project, ask for the relevant building control sign-off and keep it somewhere safe. Missing certificates may mean you need to arrange retrospective approval or indemnity insurance when the time comes to sell."
4. Planning permission consent
Whether you have self-built, added an extension or even carried out renovation work, if planning permission was required, you should be able to prove to your buyers that you obtained it.
"If your project needed planning permission, listed building consent or conservation area consent, keep copies of the approvals and any completion documents," advises Paula Higgins.
Liam Gretton goes on to explain how having documents like this available can help a sale in other ways too. "I’ve seen it countless times where a seller agrees to a strong offer, then weeks later, they’re being chipped down because something can’t be evidenced. When you remove uncertainty, you do three powerful things for your sale – you build trust with buyers, you protect your price, and you keep momentum.
"A great sale isn’t about finding a buyer – it’s about creating a position where multiple buyers feel confident enough to compete," he adds.
5. Electrical certificates
This does fall under the building regs certificates umbrella, but it is useful to note that if you have had any electrical work carried out to your home, you may need certificates to show work was carried out safely.
"Electrical work carried out since January 2005 may need a Part P Building Regulations certificate," explains Paula Higgins. "This is particularly relevant if you have rewired, extended circuits, added a new consumer unit or carried out electrical work as part of an extension or conversion."
"There is no legal requirement for sellers to provide gas safety certificates when selling, however, I can guarantee that the surveyor and conveyancing solicitor will ask for copies," adds Liam Gretton.
6. FENSA certificates
Window replacement is a common home improvement, carried out either to upgrade the energy efficiency of a house or to improve its appearance. Either way, proof that the work was carried out in accordance with the regs is important.
"If you have replaced windows or external doors, you should have a FENSA certificate or CERTASS certificate showing the installation complied with building regulations," explains Paula Higgins. "Aim to keep this with your other house documents."
If you are wondering what the difference between a FENSA and CERTASS certificate is, FENSA tends to focus only on windows and doors, while CERTASS covers a wider range of home improvements – you only need one or the other, not both.
7. Copy of the lease
If you live in leasehold property, this one is essential.
"If you’re selling a leasehold property, you’ll need a copy of the lease and details of ground rent, service charges, buildings insurance, major works and managing agent information," explains Paula Higgins.
"Leasehold packs can take time to obtain, so request these early," adds Paula. "You can get a copy of your lease at Land Registry and you can look up your lease length with the Leasehold Advisory Services' handy free lease checker tool."
8. Fixtures and fittings form
Your buyers are going to want to know exactly what they can expect to find on moving day – even if they are buying a house to renovate – and this is where you fixtures and fittings form comes in.
"Your solicitor will ask you to complete forms setting out what is included in the sale," explains Adam Price. "Carpets, curtains, light fittings and other fixtures and fittings should be clearly listed, because those details form part of the contract with the buyer.
"The devil is in the detail, as the saying goes, and that is very true when it comes to what you will need to supply when selling your home in the UK," adds Adam. "The documents you will be required to provide cover who you are, what the property is, what’s been done to it, and what is included with it."
9. Property information form
And, finally, you will also need to complete a form that gives your buyers all the details they need to know about the property.
"You’ll also complete a property information form (TA6) covering boundaries, disputes, building work, guarantees, insurance, utilities, flooding, rights of way and other important details," explains Paula Higgins. "Be honest and upfront. Trying to hide problems can lead to delays or legal issues later."
Paula has some additional advice that all homeowners, particularly those renovating a house, should really take note of if they want to make life easier when they do come to sell. "Every time you improve your home, keep the paperwork. Create a digital and paper file for planning approvals, building regulations certificates, completion certificates, warranties, and guarantees.
"Our top tip is to also keep a record of the paint colours you used – you will thank yourself later if you need to touch up," she adds. "It may feel like admin at the time, but when you come to sell, good records can make your home easier to market, reassure buyers and help your sale progress more smoothly."
FAQs
What are the implications of not having the documents you need?
If you're missing some of the documents, or wondering why you need so many, it's useful to understand why having all these documents ready to go is so important – a quick heads up, it could add value to your house.
Liam Gretton, explains. "When you’re selling your home, you’re not just selling bricks and mortar, you’re selling a lifestyle and, most importantly, certainty. One of the biggest misconceptions I see when people are marketing a home for sale is around what you legally need versus what you should have.
"It’s rarely the property that causes the problems after a sale has been agreed," continues Liam. "It’s everything that comes to light once a buyer commits. Missing paperwork isn't always a show stopper, but it can introduce doubt, and doubt is where buyers start renegotiating or having second thoughts."
Adam Price, goes on to clarify how the absence of some paperwork can negatively affect a sale. "If documents are missing it can delay a sale while your solicitor tries to trace them. If they can’t be found the buyer may ask for indemnity insurance, retrospective regularisation, or even a renegotiation on price."
Can I obtain missing documents?
If you can't find some of the documents you need, or never got sign-off on certain upgrades at the time they were done, don't panic.
"Missing paperwork often happens because work was done before records were digital or because formal sign-off wasn’t obtained," points out Adam Price. "Missing documents don’t always stop a sale, but they can delay the process and cost money to resolve."
"If documents are missing, there are still solutions such as retrieving copies from local authorities, applying for retrospective planning approval where needed, or even using indemnity insurance to keep things moving," reassures Liam Gretton. "Before a property even hits the market, we sit down with our clients and go through everything, not as a checklist, but as a strategy for a smooth sale."
If you are thinking of selling your house, you need to make yourself aware not just of the costs involved at this end of the process but also of the hidden costs of buying a house – that way you go into the process knowing exactly what to expect.
